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WhatsApp marketing for event organizers.

With SmartChat you send your guests everything related to your events via WhatsApp: the start of the presale, an extra date, or the info about admission and directions.

Newsletter for the New Year's Eve gala

Festively set round table with wine glasses, image in the newsletter for the New Year's Eve gala

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A photo of the festively set hall shows what the evening looks like. You upload your own image, or SmartChat takes one from your website.

👋 Hi Claudia, 🥂 we're celebrating the turn of the year in the barn: our New Year's Eve gala starts on December 31 at 7 pm with a glass of sparkling wine as a welcome. 🍽️ To kick off, the kitchen serves a buffet of regional specialties, from roast venison to a homemade dessert selection. 🎷 Afterwards a live band plays dance music until morning, from schlager to rock. 🎆 At midnight everyone toasts together in the courtyard , with a view of the fireworks over the village. 🚕 For the way home, we're happy to order you a taxi to your door, just tell us when you book. 🎟️ The gala costs €129 per person, food and drinks included.
18:10

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SmartChat AI writes it from your website and your program. Date and price are in bold.

Book New Year's Eve tickets

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One click leads straight to booking the New Year's Eve tickets. Your guest doesn't have to look for your ticket shop first.

SmartChat sends confirmation and reminder automatically.

You never send the thank-you after sign-up, the booking confirmation and the reminder the day before by hand again. Your own automations are available from Basic.

Right after confirming
Interior view of a rustic barn converted into an elegant dining area with round tables set for an event.
🎉 Thanks, you are now on our list.🏡 We host events in an old, lovingly converted barn on the edge of the village, in summer also on the festival meadow alongside.🎭 With us you experience cabaret, concerts and murder mystery dinners, and at the end of the year our New Year's Eve gala.📣 From us you'll hear about the start of the presale, about extra dates and the gift tickets before Christmas.📅 Shortly before your date, you get admission and directions right in WhatsApp.❓ Do you have a question about an event? Write to us right here, we're happy to reply, usually on the same day.20:41
View the program

Thank-you after confirmation

Everyone who signs up and confirms gets a message right away. It says what they will hear from you in future.

As soon as an order comes in
A view of empty red theater seats lit softly, showcasing the quiet ambiance of a cinema.
👋 Hello Petra,✅ your booking has been received: two tickets for the cabaret on March 6, starting at eight.💺 You are sitting in row 4, seats 11 and 12, in the middle in front of the stage with the best view of both performers.🎫 At admission you simply show the code in WhatsApp, you don't have to print anything.🥨 Fresh pretzels, wine and beer from the region are available beforehand at the bar in the foyer, which opens at half past six.🧥 You hand your jacket in at the cloakroom to the left of the entrance, and it takes umbrellas and bags too.❓ Questions about the seating? Reply directly to this message.14:05

Booking confirmation

If your ticket shop can report new orders to SmartChat, your guest gets their seats confirmed on WhatsApp right away.

1 day before the event
Luxurious table setup with wine glasses and candle holders in an elegant dining setting.
👋 Hello Stefan,📅 tomorrow evening is the big night: the murder mystery dinner starts at 7 pm with the starter.🚪 Doors open at 6:30, and your seats are at table 7 reserved.🕵️ The case is set in 1920s Berlin. If you like, come in a hat or a pearl necklace, and the actors will be sitting right among you.🍷 The wine package for the three-course menu is chilled and waiting for you, and there are alcohol-free wines too.🅿️ You can park right at the farm, and the access road is signposted.🚕 We're happy to call you a taxi for the ride home, just tell us at dessert.10:00
Plan your route

Reminder the day before

If you enter bookings in your calendar, SmartChat contacts every guest one day before with entry time, seat and parking.

This is how you collect contacts at every event.

Your guests sign up themselves: through the QR code on the ticket, poster or screen, or when buying tickets on your website. They only get your newsletter after they confirm in WhatsApp.

  1. 1

    Your guest scans the QR code

    The QR code is on the ticket, at the entrance, or on the screen during the break. SmartChat creates it to match your landing page.

    Our program on WhatsApp
  2. 2

    Your guest enters first name and phone number

    After the scan or when buying a ticket on your website, a small window opens. It only asks for first name and phone number.

    Real website popup of Birkenhof Events with a photo at the top, mobile view: heading Never miss offers and news again, first name Karin and phone number filled in, Sign up button
  3. 3

    Your guest taps Confirm in WhatsApp

    Only with this tap are they signed up. This is how the double opt-in works: the consent comes from your guest, right in WhatsApp.

    👋 Hello Karin,🎭 here you'll hear about the new program, about extra dates and everything you need to know on the day of the event .✅ Do you want to receive these messages? Then click the button below: Confirm.🔒 You can unsubscribe at any time. Just write STOP.20:41
    Confirm
    Confirm20:41
  4. 4

    You have the proof

    SmartChat records when and how your guest gave consent. The proof is ready for you as a PDF.

    Contact Karin in SmartChat, mobile view: status Confirmed, sign-up history, consent in WhatsApp confirmed and button Download proof

SmartChat AI answers questions about your events.

When a visitor writes on Sunday evening and nobody is available, SmartChat AI answers fully automatically for you. It answers with what it has learned from your website and your documents. If it has no source, it hands over to you.

Inbox in SmartChat: SmartChat AI answers a WhatsApp question from a customer of Birkenhof Events

  • Also on weekends

    Your guests get an instant answer to their questions, even late in the evening and on weekends.

  • In every language

    SmartChat AI answers in the language your guest writes in, for example German, English, Italian, French or Spanish. Guests from abroad understand the message right away.

  • Your team takes over

    If SmartChat AI can't answer, for example with a special request about the seating plan, the message is forwarded to your team.

Frequently asked questions about WhatsApp marketing for event organizers.

Can I just message my ticket buyers on WhatsApp?

No. Buying a ticket doesn't mean someone has signed up for your WhatsApp messages. Your guest signs up themselves, through the QR code or on your website, and confirms once in WhatsApp. SmartChat saves this consent as proof.

How do visitors to my events get onto my WhatsApp list?

SmartChat creates a QR code that leads to your landing page. It fits on tickets, posters, flyers and on the screen during the break. On your website, a small window asks visitors whether they want to be part of it. On top of that comes a WhatsApp button on your website that opens the chat with you.

Does SmartChat sell tickets for my events?

No, SmartChat is not a ticketing system. You keep selling your tickets through your ticket shop or the box office. If your ticket shop can report new orders to SmartChat, SmartChat sends the guest the confirmation via WhatsApp.

Can I message only the guests of a specific event?

Yes. You give your contacts tags, for example "open-air" or "cabaret", and build segments from them. You then send the newsletter with entry details for the open-air evening only to this group.

Can I schedule the presale announcement in advance?

Yes. You write the newsletter with SmartChat AI, pick a date and time, and SmartChat sends it at the scheduled moment. That way the message goes out right on time for the start of the presale, even when you are at an event.

Do I have to write the texts for my events myself?

No. You tell SmartChat AI about the event, for example the extra date for your Advent concert. SmartChat AI turns it into a newsletter that fits your business. You read it, change something if needed, and send it with one click.

How does SmartChat AI know admission times, parking and my program?

SmartChat AI analyzes your website and all the documents you upload, for example your program flyer or a site map as a PDF. When a new season comes, you upload the new program. From then on, SmartChat AI answers with the new dates.

What happens if SmartChat AI can't answer a question about my event?

Then the message is forwarded to your team in the inbox, and you reply yourselves, for example for a seating request. Once a person has replied in the conversation, SmartChat AI doesn't step into that message.

Can my people at the box office reply too?

Yes. All WhatsApp conversations come together in one shared inbox, and every team member replies from there. Free has 1 team seat, Starter 3, Basic 6 and Pro 12.

Do I need a new phone number for my events?

No. You send with your own phone number. You connect it to SmartChat and confirm it with the code from Meta, the company behind WhatsApp. You connect one number per account.

What does WhatsApp marketing cost for event organizers?

Free costs €0 a month, has no time limit and needs no credit card. It includes 100 messages, one time only. Starter costs €299 a month with 3,000 messages, Basic €499 with 6,000 and Pro €999 with unlimited messages. Sending costs no credits. All prices plus VAT, more at Pricing.

What does Meta charge for my WhatsApp messages?

Meta bills you directly for the fees for WhatsApp messages. For that, you add a payment method in your Meta account. You only pay SmartChat for your plan. You can find the exact prices here.

How many automations are included for my events?

Free and Starter include only the fixed automation for new contacts (confirmation and thank-you). Custom automations are available from Basic: Basic has 3, 1 of them fixed, Pro has unlimited. A custom automation sends automatically, for example the reminder with entry time and parking on the day before the event.

How does a guest unsubscribe from my WhatsApp messages?

Anyone who has confirmed your newsletter can unsubscribe at any time with STOP . From that moment SmartChat sends them nothing more, and in your contact list they show as unsubscribed.

WhatsApp marketing for your event company in 60 seconds.

SmartChat AI analyzes the website of your events and builds your WhatsApp marketing system with landing page and QR code in 60 seconds. Free costs €0 and needs no credit card.

Start for free